Balancing regulations, paperwork, and access: how administrative capacity and networks shape scientific material exchange?

Abstract Scientists face increasing regulations on the exchange of biological materials, leading to additional paperwork and heightened procedural complexity. Institutions provide administrative support through staff assistance, monitoring, and policy development to facilitate material exchanges. At the network level, scientists rely on USA and close ties (friends) to enhance their access certainty. Using 2017 survey data from USA and international scientists in marine biology, entomology, and ecology, this study employs structural equation modelling to examine these factors. Findings reveal that paperwork has a dual effect: it enhances access certainty by formalizing processes but also reduces certainty due to procedural complexity. USA and close ties positively impact access certainty, while administrative support does not alleviate the negative effects of complexity. These insights highlight the need for balanced policies that ensure compliance while minimizing administrative burdens to facilitate scientific collaboration.